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Administrative Officer |
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| Summary: |
UNICEF Kenya |
| Description: |
Purpose: Under the direct Supervision of the Administrative Specialist Kenya Support Services Centre, the incumbent will be responsible for overseeing and coordinating Transport functions of the office, managing all non-expendable and expendable office property and supplies including Office stores, and General Administrative functions of the office which entails managing service
contracts and the complex relationships arising there from as well as coordinating the procurement of all office Administrative goods and services.
Major Duties and Responsibilities:
- Supervise and oversee the management of all office non-expandable properties located in the Eastern and Southern Africa Regional Office (ESARO), Kenya Country Office (KCO) and its sub-offices.
- Carry out physical verification of these items and entered it in the Lotus Notes based Local Inventory Property Database (LIPDB) for correctness of information and track movement of equipment from one office to another using the LIPDB.
- Prepare annual non-expendable property (NEP) report for Headquarters.
- Oversee and supervise the Transport Assistant in coordinating the ESARO and KCO Office Transport functions.
- Supervise and coordinate the provision of overall general administrative services which include ensuring adequate office space, office furniture and equipment.
- Arrange for maintenance of the office building and equipment by UNON contractors to ensure that office environment and equipment are conducive for working.
- Manage all Supply Requisitions for all Admin related goods and services in ProMS and Local Purchase Orders (LPO) for office equipment and office supplies.
- Ensure that specifications are in conformity with UNICEF standards for such items before the Supply requisitions are sent for authorization.
- Manage all Admin Contracts by preparing Terms of References for all Admin Service contracts and submit the same to the Consolidated Supply Section (CSS) for issuing of Bids and participate in the Bid analysis and undertake the Technical evaluations of the bids before the bids are processed
- Management of the office stores by preparing the yearly Admin Office supply plans and supervising the Admin Assistant who receives and issues Office supplies for both Kenya Country Office and the ESARO. Plan and coordinate the stores yearly physical stock takes and ensure the safety and security of these office supplies.
- Prepare and verify for correctness the list of items recommended for disposal through the Local Property Survey Board (PSB) and implement all PSB recommendations by organizing disposal of items recommended for disposal.
- Maintain an effective record management system for all Administration documents related to Contracts, Supply requisitions, Nonexpendable property, Local Property survey Board minutes and register of action as well stores and ensure an organized filling system of all pertinent administrative correspondences and services.
- Provide general guidance to other staff on various Administrative rules and procedures.
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| Requirements: |
Required Qualifications:
- Minimum University degree in Business/Public Administration.
- Diploma in Transport fleet Management will be ad added advantage.
- Fluency both in written and spoken English
Experience:
- One to two years progressive work experience working in a busy Administrative office in an International Organization.
Competencies:
- Excellent Planning and supervisory skills;
- Good report writing and presentation skills with communication skills;
- Excellent interpersonal skills;
- Good judgment and analytical skills.
Qualified interested candidates are requested to send in their application along with their updated curricula vitae (CV) |
